Health & Wellness Medical Office Coordinator

Health & Wellness Medical Office Coordinator

Position Overview: Medical office coordinator is responsible for managing the office to include clinical and support services for medical services. In general, the medical office coordinator is responsible for clerical and clinical tasks including maintaining health records and preparing the immunization report and daily operations. This person will manage responsibilities like answering the phone, monitoring the health services email box, and greeting and directing clients, patients, and guests with exemplary customer service. This person will utilize excellent multi-tasking, common computer software, project management, and program development skills to enhance office needs. The office coordinator will also at times take patients' vital signs, maintain the waiting room, and prepare the exam room between patient visits. Must be a team player, good communicator, negotiator, and decision maker.

Schedule: Full-time (35 hours/week August 1st-Mid December and Mid-January-Mid-May while classes are in session; 21 hours/week during winter break and mid-May through June)

Essential Functions: Supports medical staff in the operational non-clinical parts of their work. Answers telephones, greets visitors, and responds to inquiries from students, staff, faculty, and community members. Problem solving and resource linkage as appropriate. Schedules patients/clients to ensure appropriate, timely scheduling with triage around medical issues as needed. Use medical assistant training to assess need for timing of appointment and collaborate with clinical services RN as appropriate. Consult with nurse, medical, or staff to triage emergencies. Assists with patient scheduling, registration, and medical records requests. Coordination of the day-to-day operations of the practice including the clinical schedule in conjunction with the clinical services RN. Supports patient/client check-in and check-out. Answer general questions on insurance, health services, health education materials, immunization requirements, etc. Answer front desk calls and respond directly to messages and inquiries. Manage inventory, order, and stock office supplies and forms. Sort and distribute all correspondence and documentation. Cross-training as back up for basic medical triage by RN in supporting NP with patient care as needed. Support the RN by taking vital signs for patients as directed and clean and disinfect the waiting room and exam room in between patient visits as needed. Maintain an office environment that meets health and safety standards.

Bookkeeper Responsibilities: Reconciling credit card expense reports and working with staff to track and reconcile budget in consultation with AD of Medical Services. Manage Medicat ticket issues including student payments & reconciliation of billing errors. Work with student accounts to ensure payment for services and communicate outstanding bills with student accounts. Oversee ordering medical office supplies, furniture, and computer parts or accessories. Review lab and medication charges on a regular basis. Electronic Records Manager: Support for Electronic Health Records (EHR) functioning in medical services. Create and maintain/update manual for each position within H&W relating to the EHR system. Manage Medicat EHR portal-ensure open and closing of portal during clinic times of academic year, ensure up to date information present in portal, manage portal related issues. Store immunization data and manage university registration holds for those not in compliance in conjunction with Clinical Services RN and AD of Medical Services. Assist with immunization compliance as needed. Communicate with students about portal changes. Work with IT to ensure J1 updates loading into Medicat EHR system for up-to-date student information. Support center of ensuring operational aspects of Student Health plan insurance are up-to-date on website. Understand and be familiar with student health insurance plan and website to guide students and families. Coordinates logistics for internal and external meetings and conferences. Assists with management of website. Coordinate computer upgrades and solve phone or tech issues with Technology Services. Support onboarding of new staff to medical services. Supplies, furniture purchase and allocation. Assists in special projects as needed.

Required Qualifications: Certified Medical Assistant/Tech or Certified Nursing Assistant or equivalent professional medical certification/license. Bachelor's Degree Preferred. Strong customer service skills and must be able to maintain confidentiality of medical/counseling records and contacts, remain calm in stressful circumstances, and work effectively with diverse constituencies. Knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Word processing and spreadsheet experience (Word and Excel preferred). Strong multitasking and problem-solving skills. Excellent communication, interpersonal, organization, and decision-making skills. Professional communication skills, including face to face, email, telephone, and video conference. Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, frontline staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public, of all age levels. Possess knowledge of office/business equipment including set-up and minor maintenance. Commitment to equal opportunity/affirmative action and to creating and sustaining an environment supporting full inclusion for a diverse student population. Ability to respectfully work, communicate and provide leadership within a diverse campus community.

Preferred Qualifications: Certification as a medical assistant, or equivalent. Minimum of three years' experience in a primary care office, preferably with front office responsibilities. Experience with electronic health records. Training in primary care scheduling and ability to appropriately appoint an array of medical and mental health presenting concerns. Skill in using healthcare software and computer systems. Skill in writing policies and procedures.

Salary: $54k-$59k

Position Type: Full Time